Top 10 Document Management Software - You Must Add to Your List

These days, managing large documents or storage is not the main concern. It's all about control, efficiency, and compliance. The real challenge revolves around spending extra time and money on outdated file systems. 

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Amidst hectic schedules, it becomes difficult for businesses to keep track of digital documents and manage them separately. For this, consider hiring a professional or an entire team. This unnecessarily increases the operational cost. 

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After spending dozens of weeks testing and analyzing document management software in real-world business scenarios, I have selected some of the most reliable, scalable, and valuable tools. This guide covers everything you need to know about them! Come, let’s begin. 

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Document management software - An overview 

Document Management Software (DMS) is ideal for organizing, tracking, and storing digital documents throughout their entire lifecycle. I used to think of it as a mere cloud storage platform, but as I started using some of the DMS tools, I found that it offers several great features, including role-based access, version control, e-signatures, and audit trails. 

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To pick the best software, here are some of the factors that I considered: 

• Easy to use - Your DMS platform should be intuitive and easy to navigate. If you find it complex in the initial days, then it might not be suitable for your long-term growth.

• Integrates well with powerful tools - You must pick the DMS platform that integrates smoothly with ERP, CRM, email tools, and cloud drives.  

• Offer audit trails and version control features - Your DMS platform must offer robust features like version control and audit trails. These will help you to edit your documents, track user activity, and make necessary changes. 

• Must be mobile-friendly - The most valuable DMS platform must work seamlessly on iOS and Android applications. This way, you can even edit on the go. 

• Should have automation features - A good DMS tool must have automation features like approval triggers, workflow routing, and document tagging. 

• Must adhere to security standards - Check if your DMS platform complies with regulations like SOC 2 and HIPAA. Also, it must provide end-to-end encryption and access controls. 

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Top 10 document management software solutions (in a nutshell) 

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Best for businesses that require compliance features and robust security solutions 

1. M-Files (Web browsers, iOS, and Android)

I used this tool to handle my daily workflows. It has some great AI features. Rather than organizing files by their folder structures, I was able to directly attach metadata (like customer names, project ID, and due dates) to the content easily.

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I was easily able to fully customize and automate workflows related to contract routing and document approvals. This reduced the risk of manual errors and challenges that often come along. 

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Its Windows File Explorer-like interface was quite impressive. This helped me navigate smoothly, especially for a beginner like me. Also, its deployment was very flexible (it offered options like hybrid, cloud and even on-premises). 

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As I moved further, I used its smart tagging and AI-based suggestions and it really made my execution faster. 

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Pros: 

• Can store content within the Microsoft 365 ecosystem. With this, you can easily integrate with tools like Teams and SharePoint. 

• Offer industry-specific templates for easy use. 

• Offer APIs that connect well with ERP, CRM systems. 

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Cons: 

• If you are used to folder-based systems, it may take a little longer to learn it. 

• Large datasets or long document names can affect its response time. 

• As compared to modern DMS platforms, its UI is not that intuitive.

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Pricing - 30-day free trial and custom pricing for all features. 

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Best for businesses working in fields relying on mobile data capture 

2. Fluix (Web browsers, Android, iOS) 

I used this tool to manage my on-field operations and automate my tedious tasks. It helped me automate workflows and capture data on Android as well as iOS devices. 

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With this, I could easily use features like e-signatures, PDF form-filling, geotagging, photo attachments, and automated routing. I was able to easily access all this at one interface. 

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In the area of security and compliance, it complies with ISO27001 and SOC2 and even offers privacy features like data encryption (in transit and at rest). Also, it provides audit log controls and role-based access. 

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Pros: 

• Provide access to all vendors, clients and contractors to collaborate on different workflows or QR-based tasks. 

• Offer built-in analytics and reporting dashboards to provide better insights. 

• Has an intuitive no-code workflow builder. This makes it easy for first-time users, too. 

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Cons: 

• Does not have features for internal communication. 

• Changes or updates to folder or file names can affect its performance, especially if it is linked to a cloud storage platform. 

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Pricing - The paid plan starts at $20/user/month. 

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Best for finance-based businesses and government services. 

3. DocuPhase (Desktop browsers, iOS, Android browsers) 

I used this tool to automate my finance workflow. I could easily automate HR, AP, contract, and even form-based tasks with its AI-based OCR and smart feature for data capture. 

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Not just this, I was able to smoothly index all my incoming documents and route them with its configurable workflows. This helped me reduce manual efforts and improve my approval cycles. 

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After using it for a while, I found that it integrates well with ERP platforms like Dynamics, NetSuite, Sage, etc. Also, its features, like browser-based access and cloud-hosted architecture, were quite powerful. 

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All this helped me to arrange my entire content in one place for fast retrieval and audit trails. The setup was quick and straightforward for my use case. 

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Pros: 

• Integrates well with vendor payment platforms and even provides features for P2P automation. 

• Has the ability to deploy systems across different industries like healthcare, finance, insurance, etc. 

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Cons: 

• As compared to other DMS platforms, it does not have a separate app for Android and iOS. 

• You may feel the need for extra training to use features for advanced indexing or automation. 

• As per the module usage, pricing, and licensing cost can increase.

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Pricing - Custom pricing as per business needs. 

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Best for creative and visual content teams 

4. Hightail (Desktop - Browsers and apps; Android and iOS apps) 

This tool was simply amazing. It helped me to handle large files. I was able to manage large files and collaborate with my teams using this tool. It has some powerful features like real-time notifications, a built-in file tracking feature, and expiration settings. 

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I liked how I was able to smoothly set passwords, access permissions, and create custom links for my clients. This kept all my documents secure. 

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Using this tool, I was able to systematically manage creative workflows and review systems. Its ‘Spaces’ feature had collaborative hubs for each project. My external teams were easily able to add comments, manage visual feedback, and even compare different file versions. 

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After using it for some weeks, I found that it integrates well with Dropbox, Adobe Creative Cloud, Outlook, and Google Drive. This was super helpful for managing campaign and creative workflows. 

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Also, it worked smoothly on mobile devices. With this, I was able to easily annotate and even upload files while travelling.

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Pros: 

• Can transfer large files up to 500 GB. 

• Offers unlimited storage with higher paid plans. 

• External stakeholders or clients can view, download, or comment on files without creating a login ID. 

• Offer features to assign due date, manage progress, and even send automatic reminders. 

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Cons: 

• Does not have features for handling traditional documents (which often require heavy DMS). 

• As compared to other tools, UI may not be suitable for complex projects. 

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Pricing - 14-day free trial and the paid plan starts at $12/month* (paid annually). 

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Best for creating custom workflows and generating automated documents 

5. Box (Desktop, Web, Android, and iOS)

I used this tool to automate my content management system. I saw it has some great features like version control, audit logs, role-based file storage, and even data encryption features. All this was well-suited to compliance-focused industries. 

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It helped me to smoothly categorize my content, detect risks, set retention policies, and summarize important insights directly within the document itself.  I liked how it integrated smoothly with platforms like Microsoft Azure, OpenAI, and Box AI Studio. 

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Not just this, it gave me flexibility to edit files with Google Workspace and Microsoft 365 tools and even add comments, assign tasks and annotate them in real time. 

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Pros: 

• Has a ‘Box Archive’ feature that allows admins to move and restore content through APIs. 

• Offers customizable watermarks for folders and files to maintain branding effects. 

• Connects well with 1,500+ third-party applications like ERP/CRM systems, Dropbox, Slack, etc. 

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Cons: 

• Some advanced features like Box Relay for workflow automation, configuration retention and AI settings may require technical support. 

• Handling large datasets or complex folders can affect the upload or download speeds of the file. 

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Pricing -  14-day free trial, and the paid plan starts at $20/user/month.

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Best for businesses that often focus on finance and compliance-heavy tools 

6. Revver (Desktop, Web, Android, and iOS)

I used this tool to automate my complete document handling system. With its full-text OCR, smart metadata, AI-based extraction and no-code workflow automation features, it saved me a huge chunk of time and manual errors. 

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Within a week, I was able to set up quickly and even adopt smoothly across different departments. I was honestly impressed with this timeline. 

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I also liked how I was able to access some robust features like version control, advanced search, role-based permissions and audit trials, without any disruptions. 

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After using this for some time, I found that it integrates well with platforms like ERP systems, Salesforce (for folder sync) and with different APIs for better automation. 

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Pros: 

• Offers smart folder templates and helps to structurize documents without any manual setup. 

• Has some advanced search capabilities that can help you find any document in an instant. 

• Its in-house support and onboarding resources are quite effective. 

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Cons: 

• Does not offer mobile applications as of yet. You can access it via mobile browser only. 

• To create advanced workflows, setup can be a bit complex. 

• Does not have visual-based tools like document preview, inline markup, or features for creative collaboration. 

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Pricing - Custom and flexible pricing policy. 

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Best for businesses often prefer browser-based system deployment 

7. Ademero (Desktop, Web, iOS, and Android)

This tool (Content Central tool) helped me convert all my digital and physical documents into complete searchable content through its features like Ademero AI and OCR. 

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This helped me to capture data in high volume from emails, scanners, and even network-based folders. With this, it started automating all my approvals, form submissions, and eSignatures across my team. As a result, I was able to make my HR onboarding, AP, and policy review process smoother. 

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I liked its browser-based interface. It helped me to quickly deploy it with enterprise-level control. I saw that its Content Central system works well with macOS and Windows. 

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Not just this, as an administrator, I was able to configure capture jobs, route rules, and even automate filing with its ‘hot folders’. 

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Pros: 

• It complies well with SOX, FERPA, HIPAA, and ISO. 

• All powerful features are included in its plan; no need to buy add-on tools. 

• Connects well with tools like Microsoft 365, Sage, QuickBooks, Dynamics, Workday, etc. 

• Offer catalog-based automation tools. This makes it simpler to process incoming documents.

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Cons: 

• Does not offer mobile applications as of yet. You can access it via mobile browser only. 

• To create advanced form-based workflows, you may require Internet Explorer 11 or Adobe Plugins. 

• As compared to tools like Box, it does not offer tools like visual document review, annotation, etc. 

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Pricing - Custom pricing policy (for Content Central plan). 

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Best for businesses that handle large-format technical proposals

8. XaitPorter (Desktop, Web, iOS, and Android)

This tool helped me to smoothly manage sensitive documents and let me collaborate easily in real time. Its AI-based automation features were truly effective. 

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I was able to draft complex proposals, contracts, bids, and even technical reports in a structured manner. With its database-based co-authoring feature, there was almost no chaos in the system. 

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Also, I was able to create documents quickly, keeping all my branding materials and formatting standards in hand. 

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Its project dashboards were clear and helped me track all my tasks and deadlines per section. In fact, XaitAI even suggested approved content based on the history of previous documents. 

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Pros: 

• Connects well with tools like XaitCPQ, Salesforce, Dynamics 365 and through open APIs. 

• Offer database-based content libraries to reuse approved text blocks, etc. 

• Has an intuitive UI for smooth onboarding. 

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Cons: 

• When editing or importing Excel files, there can be some challenges. 

• To access full features, you may need to configure workflows, templates, and AI libraries. 

• Large files can affect its navigation speed.

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Pricing - Custom 

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Best for businesses that require a scalable document management system across teams 

9. Microsoft Sharepoint (Desktop, Web, iOS, and Android) 

I used this tool to combine document libraries, portal features, and even cross-department sites. This helped me to store and organize my documents smoothly. 

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It has some great features like version history, granular permissions, metadata taxonomy, retention policies, etc. These helped me automate my workflows and make it ready for compliance-based operations. 

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This tool natively integrates with Microsoft 365 and even its applications. Besides that, I was able to co-author in Excel, Word, and PowerPoint and sync via Teams and OneDrive. 

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After I tried this for some weeks, I saw that it also offers AI-based content suggestions and automated metadata tagging features. Its UI was quite suitable for large documents and even complex folder structures. 

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Pros: 

• Offer highly customizable site and portal templates. 

• Offers the flexibility to deploy in hybrid environments (like Cloud and on-premises versions). 

• Comply with governance and audit logs tools. 

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Cons: 

• On-premise versions can be risky unless and until they are fully patched. 

• Managing large version histories may require administrative efforts and can create some issues. 

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Pricing - Its basic business plan (with teams) starts at $7.20/user/month. 

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Best for businesses handling document-heavy workflows in high volume. 

10. DocuWare (Desktop, Web, iOS, and Android apps)

I used this tool to capture heavy documents, index them and extract metadata. With DocuWare, I was even able to automate categorizing content with its AI-based OCR and full-text indexing feature. 

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I liked its smart workflows to route important documents like contracts, invoices, HR forms. This literally helped me avoid manual data entry and made the process simpler. 

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I was amazed to see that its browser-based UI worked smoothly across different devices and locations. 

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Whether you want to capture physical or digital inputs or just be a part of workflows, its task dashboards, annotations, audit trails, and version controls maintain clear transparency across teams. 

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Pros: 

• Connects well with 500 business platforms like Microsoft Teams, Outlook, SAP, QuickBooks, etc. This ensures that all your emails, ERP data, and file cabinet sync securely. 

• Can be accessed via DocuWare Cloud or on-premises. 

• Easy to use for beginners. 

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Cons: 

• To create advanced workflows, setup admin configurations and process modelling, you may feel the need for extra training or consulting. 

• Even though mobile apps work well, features like advanced search and offline access are limited compared to desktop versions. 

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Pricing - Starts at $250/month. 

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Best tips to manage digital documents systematically 

• To access remote files smoothly, always use cloud-based storage tools like Google Drive, OneDrive, and Dropbox. It will also provide real-time sync. 

• Always create a particular structure of folders and keep it constant. You can simply group them based on the department, date, or project. This will make navigation easier. 

• Start naming your files. It should ideally include version number, date, and keywords. 

• To access version control, make use of tools like DMS (Document Management System) or SharePoint. 

• Tag your documents using metadata (it can be anything like status, author, or category). This will help you find your data smartly.

• Give access rights to specific people only. To do so, use role-based permissions. This will reduce the chances of unauthorized deletions or edits.

• When storing final versions of data, always use PDF formats. This will ensure there are no unexpected edits or errors.

• Automate backup routines on a daily or weekly basis. For this, make use of external drives or secure cloud systems. 

• Archive inactive files once a year. To arrange it systematically, create a separate  ‘Archive’ folder or an entire system.

• Start using DMS platforms like M-Files or LogicalDOC. This will help you create advanced workflows or tracking. 

• Ensure your sensitive documents comply with data privacy laws like GDPR or HIPAA.